State Approving Agency
March 9, 2021
Agenda
Communication
Programs Currently Approved Program Revisions
Program Teach-Outs Program Deletions
New Program Approvals Grading Policy
Branch Campus Approvals Extension Campus Approvals WEAMS Report
Compliance Surveys
Title 38 Code of Federal Regulations 21.4253
Accredited Colleges, Universities and Schools
The accrediting body must be recognized by the Department of Education (DOE)
Accreditation can be regionally or nationally
Application 3675 - Form
Programs Currently Approved
Program Revision - Form
Programs - Teach-outs - Form
Program Deletions - Form
New Programs
Grading Policy
No punitive grade(s) – Institutions that offers VA students an option for
selecting the non-punitive grade(s) will need to submit to the State Approving Agency an addendum.
The addendum will inform the VA student that the non-punitive grade will be reported to the VA and they may receive a potential debt letter for the
certified term/semester.
The addendum will need to be signed by the VA student for each term
certified for VA benefits.
Branch Campus Approvals Title 38 CFR 21.4266
(3) Main campus means the location where the primary teaching facilities of an educational institution are located. If an educational institution has only one teaching location, that location is its main campus. If it is unclear which of the educational institution's
teaching facilities is primary, the main campus is the location of the
primary office of its Chief Executive Officer.
38 CFR § 21.4252 - Courses precluded; erroneous, deceptive, or misleading practices.
38 CFR § 21.4252 - Courses precluded; erroneous, deceptive, or misleading practices.
h) Erroneous, deceptive, or misleading practices. For the purposes of this paragraph, “educational institution” includes an organization or entity offering licensing or certification tests.
(1) If an educational institution uses advertising, sales, enrollment
practices, or candidate handbooks that are erroneous, deceptive, or
misleading by actual statement, omission, or intimation, VA will not
approve:
Branch Campus Approvals Title 38 CFR 21.4266
§ 21.4266 Approval of courses at a branch campus or extension.
(a) Definitions. The following definitions apply to the terms used in this section.
(1) Administrative capability means the ability to maintain all records and accounts that § 21.4209 requires.
(2) Certifying official means a representative of an educational institution designated to provide VA with the reports and
certifications that §§ 21.4203, 21.4204, 21.5810, 21.5812,
21.7152, and 21.7652 require.
Branch Campus Approvals Title 38 CFR 21.4266
(4) Branch campus means a location of an educational institution that -
(i) Is geographically apart from and operationally independent of the main campus of the educational institution;
(ii) Has its own faculty, administration and supervisory organization; and
(iii) Offers courses in education programs leading to a degree,
certificate, or other recognized education credential.
Extensions
Title 38 CFR 21.4266
(5) Extension means a location of an educational institution that is geographically apart from and is operationally dependent on the main campus or a branch campus of the educational institution.
➢ 24 Months Academic Catalog Requirement(s)
Academic Catalog Approval
Effective October 1, 2019, all educational institutions that are approved to offer veterans’ education and training (G.I.
Bill®) will submit to the State Approving Agency an updated published academic catalog at a minimum timeframe of 24 months. The revised (updated) academic catalog must obtain the following approval information in accordance with Title 38 Code of Federal Regulation § 21.4253 - Accredited Educational Institution.
➢ 24 Months Academic Catalog Requirement(s)
24 Months Catalog Approval Requirements
➢ 24 Months Academic Catalog Requirement(s)
Academic Catalog Certification - Verifications
Title 38 United States Code Section 3679(e)
School Compliance Form
Practical Training |Independent Study
Checklist Approval Form
Academic Catalog Certification Checklist
Approval Flow-chart
➢ 24 Months Academic Catalog Requirement(s)
Institution-Submits Request
State Approving Agenc
yVA-Salesforce
WEAMS Report is sent to Institution
Compliance Survey Over and Underpayments
$0
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
$350,000
$400,000
Schools-$347,295 VA Students -$31,976 Sch-Under-Pym-$2,179 VA Stud-Under-Pym -$4,476
FY 20
Compliance Survey Over and Underpayments
$0
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
$700,000
Schools-$665,798 VA Students -$$87,966 Sch-Under-Pym-$1,654 VA Stud-Under-Pym -$4,413
FY 21
Communication Flow-chart
➢ 24 Months Academic Catalog Requirement(s)
SCO Certifies VA Student
Registrar informs SCO of the VA student’s enrollment status revision - added/dropped course(s)
SCO reports the change in the VA student’s enrollment status to
VA within 30 days of the revision in credit/clock hours
P.L. 116 - 315
January 5, 2021- Institution certifying VA students for
their VA benefits will assume all debts associated with
tuition and fees.
VA School Certifying Officials Title 38 CFR:
§ 21.4203 Reports - requirements.
(a) General. All the reports required by this paragraph shall be in a form specified by the Secretary.
(1) Except as provided in paragraph (a)(2) of this section each educational institution, veteran and eligible person shall report without delay such
information on enrollment, entrance, reentrance, change in the hours of credit or attendance, pursuit, interruption and termination of attendance of each
veteran or eligible person enrolled in an approved course as the Secretary may require and using a form specified by the Secretary. See paragraphs (b)
through (h) of this section.
What are the Answers?
Grants and scholarships-Should they be subtracted from tuition and fees certified to VA?
YES
Should the South Carolina Tuition Grant also be subtracted from tuition and fees certified to VA?
No
SCO received a phone call from a VA student requesting to be certified for the term – Should the SCO certify the VA
No
What are the Answers?
Does prior credit(s) have to be evaluated?
YES
SCO has certified the VA student for two consecutive
semesters (fall and spring) - Thereafter, does the SCO have to certify the VA student without the transcript being
evaluated?
No
Can an SCO continue to certify VA students for a failed course (3-5 times)?
Check school’s repeat of course policy
What are the Answers?
Should an SCO report non-punitive grades to VA?
YES
Should an SCO report VA students’ Graduation to VA?
Yes
Your institution just received a new program approval from the accrediting body - Can the SCO certify VA students in
No
What is the Answer?
How often should an institution SCO submit an academic catalog to the SAA for approval?
Each year or Minimum-24
Months
State Approving Agency Staff Members Contact Information
Dr. Karen Woodfaulk, Director Email: [email protected] 803.737.2244
Frank Myers, Assistant Director and Program Manager Email: [email protected]
Phone: 803.737.2282
Kevin Glears, Program Coordinator Email: [email protected]
Phone: 803.737.2271
Questions
24 Months Academic
